What is federated search and how can it save you time?

Did you know that, on average, employees switch between different apps and websites nearly 1,200 times each day, spending almost four hours a week reorienting themselves after toggling to a new application? That adds up to five working weeks, or 9% of their annual time at work.

In modern professional roles, jumping between multiple apps and files is an unavoidable necessity of the work day. When you see hundreds of files in a given week, finding files becomes an unnecessary memory test that can waste countless hours over the course of a year.

What if there were an easier way to find files in seconds with a single query? Enter federated search—the ultimate productivity boost for file search.

What is federated search?

Federated search is a powerful search technology that simultaneously searches multiple data sources and content types, retrieving data from diverse content locations. Think of it as a more powerful version of regular search engines that, rather than searching a single location, searches multiple data sources and content types simultaneously.

In simple terms, it allows you to search for files across multiple platforms and connected apps, all from a single search bar.

Federated search vs universal search: Are they the same thing?

Federated search and universal search are broadly the same thing, with the distinction being that federated search falls within the broader umbrella term of “universal search”, in that it is a specific method of searching files.

Universal search generally refers to the broad concept of searching multiple sources, while federated search is more descriptive of the way in which that search is conducted—and the technology that sits behind it. A federated search engine is a specific type of search engine that finds and retrieves information from multiple databases or sources simultaneously.

Introducing Dash: A federated search tool for all of your files and apps

Dropbox Dash is a powerful federated search tool that allows you to search across all of your files and apps from a single search bar. With Dash, you can quickly and easily find the files you need, without having to remember exact details like file names.

How does federated search work?

Federated search works by following a simple three-step process:

1. You type a single search query into your search tool.
2. The search tool simultaneously looks into multiple connected sources (such as apps, local storage, cloud storage, emails, and more).
3. The search tool returns results and presents them in one user interface to the user.

With Dropbox Dash, for example, simply enter a query and Dash will search all of your connected apps—along with your local storage, if you want it to—simultaneously. You can then look through the results and filter them, depending on your needs, to find the file you want.

What are the benefits of federated search?

Federated search offers a number of advantages:

• Find files faster: Federated search allows you to find files in seconds, without needing to remember the name or dig through old emails attachments.
• Search multiple sources at once: Federated search can search across multiple platforms and your device’s local storage, all from a single search bar.
• Find files without needing to remember exact details like file names: Federated search can help you find files even if you don't remember the exact name or location of the file.
• Search within file contents: Federated search can even search within the contents of files, making it easy to find the information you need.

Example use cases of federated search

Federated search can be a valuable tool for anyone who needs to quickly and easily find files across multiple platforms. Below are a few shining examples of how a federated search tool like Dropbox Dash can help:

• If your job requires working across multiple cloud storage accounts, federated search can help you find files quickly and easily, without having to switch between different accounts.
• If you receive a lot of emails with files attached, federated search tools like Dropbox Dash can search both your cloud storage and emails simultaneously, making it easier to find the files you need.
• If you work in a job with a large numbers of similar files, such as HR records or finance data, federated search can help you find files quickly and easily, without having to remember the exact name or location of the file.

Experience the speed of federated search for yourself, with Dropbox Dash

Try Dropbox Dash today and experience the power of federated search for yourself. With Dash, you can quickly and easily find the files you need, without having to waste time manually searching through multiple apps, cloud storage accounts, or your local device storage.